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Vehicle Frequently Asked Questions

All available models are part of the same vehicle contract - 05916.

Updated 07/25/2014

  1. How does the state buy vehicles?
  2. What types of vehicles are available on state contract?
  3. Am I eligible to purchase vehicles on state contract?
  4. Are state vehicle contracts seasonal?
  5. How do I order vehicles from the state vehicle contract?
  6. How long will it take to receive my ordered vehicle?
  7. What if I want to know the status of my order?
  8. When do I pay for my vehicle?
  9. I’m a dealer, how do I sell vehicles on the state contract?
  10. Why does your office charge a contract management fee?
  11. How do I purchase in-stock vehicles?
  12. What if I have questions about vehicle contracts?
  13. Where can I see all available vehicles?

How does the state buy vehicles?

As the agency responsible for purchasing vehicles for state agencies, Enterprise Services competitively bids, awards, and manages all vehicle contracts. Agencies will submit their purchase order directly with the awarded dealer. Awards are based on Vehicle Category and awarded to a single dealer per manufacturer in each vehicle category. There are multiple vehicle types in each category. Besides state dealer licensing requirements and equipment specification compliance, award criteria include consideration of; base vehicle price, option pricing, prompt payment discounts, and local sales tax.

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What types of vehicles are available on state contract?

All available models are part of the same vehicle contract - 05916.

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Am I eligible to purchase vehicles on state contract?

Please note: The operating budget that Governor Chris Gregoire signed May 2, 2012 includes a proviso that orders the director of the Department of Enterprise Services to give written approval before any state agency can make a passenger vehicle purchase. This proviso is still in effect for state agencies, and is the first step in purchasing a passenger vehicle. Customers who are not state agencies can use the contracts to purchase directly from the auto dealers.

The Passenger Vehicle Request Form is available online. The signature of the requesting agency director is required prior to any review. An electronic version of the signed form should be emailed to vehicleapproval@des.wa.gov.

Washington State agencies, colleges, universities, political subdivisions and non-profits are eligible to purchase vehicles on state contracts by submitting a Master Contract Use Agreement (MCUA) to establish eligibility to use state contracts. All purchases are for official business use only. Trade-ins and leases are not included on the contract.

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Are state vehicle contracts seasonal?

In the past vehicle contracts were awarded annually based on the manufacturers’ build cycle. This is the first year that vehicle contracts will be a multi-year award. The initial term will be two years with the option to extend for an additional one-year term. A price adjustment clause is built into the contract to allow for a smooth transition and uninterrupted vehicle availability from model year to model year; eliminating the 'seasonal' cutoff periods.

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How do I order vehicles from the state vehicle contract?

Please note: The operating budget that Governor Chris Gregoire signed May 2, 2012 includes a proviso that orders the director of the Department of Enterprise Services to give written approval before any state agency can make a passenger vehicle purchase. This proviso is still in effect for state agencies, and is the first step in purchasing a passenger vehicle. Customers who are not state agencies can use the contracts to purchase directly from the auto dealers.

The Passenger Vehicle Request Form is available online. The signature of the requesting agency director is required prior to any review. An electronic version of the signed form should be emailed to vehicleapproval@des.wa.gov. State agencies should not place vehicle orders until after confering with DES about their request.

Vehicle orders can be quoted and placed through the online Contract Automobile Request System (CARS). For 'in-stock' vehicle purchases, you may contact the dealer directly to inquire about availability and options. Purchasers will submit their purchase order (PO) directly to the dealer.

View CARS instructions.

All available models are part of the same vehicle contract - 05916.

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How long will it take to receive my ordered vehicle?

Once the dealer receives your PO and any supplemental documentation, they will place your order with the factory. After production the vehicle will be released to a common carrier, shipped to the state, prepped and driven to your 'ship to address'. Total time from requisition submittal to receipt of your vehicle is usually within 90 calendar days for automobiles, 120 days for all other vehicles. Special equipment and/or paint may extend delivery time.

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What if I want to know the status of my order?

Call the dealer directly. Depending on market demand, production capacity, and equipment selected it may take anywhere from a few days to several weeks for the dealer to receive notice back from the manufacturer of the scheduled production week for your vehicle. Until the vehicle is scheduled it may not be possible to provide you with a projected delivery date. Once the vehicle has been produced and shipped, the dealer will be able to provide you with a reasonably firm delivery date. When the vehicle is ready for delivery, the contact person you indicated on your PO will be called. Dealers are required to provide a 48-hour notice for delivery according to the delivery instructions on your PO. If you have a concern over a delay in delivery that the dealer is unable to resolve, please call or e-mail our office for assistance.

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When do I pay for my vehicle?

You do not pay until you have received the vehicle and contract required paperwork. The dealer will invoice you directly for the vehicle price plus state and their local area sales tax. Payment is due to the dealership within 30 days of receipt of the vehicle and correct paperwork. It is important that dealers be paid in a timely manner as after 30 days the dealer is entitled by the contract and state statute to assess a 1 percent late payment fee for which you will be responsible. If you can pay in less than 30 days you may also be entitled to a prompt payment discount from some of the contracted dealers. If a prompt payment discount exists, it will be noted on the state purchase order and dealer’s invoice.

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I’m a dealer, how do I sell vehicles on the state contract?

To be eligible to sell vehicles to the state you need to obtain a state of Washington dealer’s license from the state Department of Licensing. To register with this office for placement on our bidder’s mailing list or to view our current bidding opportunities, visit our Doing business with the state information.

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Why does your office charge a contract management fee?

The Office of Master Contracts and Consulting no longer receives appropriated general funds from the State Legislature and is self-supporting. Fees charged are assessed at levels that will reimburse the office for expenses incurred in providing current procurement services and ongoing process improvements. All state master contracts currently assess a .74 percent contract administration fee.

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How do I purchase in-stock vehicles?

Please note: The operating budget that Governor Chris Gregoire signed May 2, 2012 includes a proviso that orders the director of the Department of Enterprise Services to give written approval before any state agency can make a passenger vehicle purchase. This proviso is still in effect for state agencies, and is the first step in purchasing a passenger vehicle. Customers who are not state agencies can use the contracts to purchase directly from the auto dealers.

The Passenger Vehicle Request Form is available online. The signature of the agency director is required prior to any review. An electronic version of the signed form should be emailed to vehicleapproval@des.wa.gov.

Once you have completed a Passenger Vehicle Request form, you may contact dealers directly to receive a list of available in-stock vehicles and then place your order.

If you are not purchasing a passenger vehicle, you may simply contact the dealers directly who are listed on the contract for the type of vehicle you wish to purchase.

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What if I have questions about vehicle contracts?

You may contact the contract administrator by phone at (360) 407-2210 or at contractingandpurchasing@des.wa.gov.

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Where can I see all available vehicles?

All available models are part of the same vehicle contract - 05916.

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